Executive Assistant to CEO

WELTEC Institute; Vadodara; On-site; INR 600,000 - 900,000; Full time

Job summary

WELTEC Institute in Vadodara, Gujarat invites applications for an Executive Assistant to support the CEO with calendar management, coordination across departments, and task tracking. The role requires professional communication, discretion, and the ability to handle multiple priorities with minimal supervision.

The ideal candidate will have 2–5 years in executive support, proficiency in Google Workspace or MS Office, and a proactive, detail-oriented approach to ensuring timely completion of

Qualifications

• Bachelor's degree in any discipline; business management preferred.
• 2–5 years of executive assistant, administration, or operations experience.
• Proficient in Google Workspace or MS Office (Docs/Sheets/Slides/Calendar).
• Excellent verbal and written communication skills.
• Strong organizational skills and multitasking ability.
• Discretion and ability to handle confidential information.

Responsibilities

• Manage CEO's daily schedule, meetings, reminders, and follow-ups.
• Provide executive, administrative, and operational support to the CEO.
• Coordinate communication between CEO and departments.
• Track tasks and ensure timely completion.
• Maintain trackers, dashboards, reports, and status updates.
• Prepare meeting agendas, MOMs, and action-item summaries.
• Draft professional emails and internal communications.
• Coordinate leave, attendance, and team availability.
• Assist with travel arrangements and vendor coordination.
• Handle personal coordination tasks for the CEO as needed.
• Maintain confidentiality for sensitive information.
• Identify delays and follow up with stakeholders; use AI tools to improve productivity.

Skills

Communication

Organization

Multitasking

Discretion

Proactive follow-ups

Confidentiality

Google Workspace

MS Office

Education

Bachelor's degree

Business Management preferred

Tools

Google Workspace

Microsoft Office

Project management tools

Job description

We are looking for a proactive, organized, and detail-oriented Executive Assistant to support the CEO in managing daily activities, coordinating with internal teams, and ensuring the timely completion of important tasks.

The ideal candidate should have excellent communication skills, a strong sense of responsibility, and the ability to manage multiple priorities effectively. This role requires someone who can work independently, maintain confidentiality, and ensure smooth coordination across departments.

Key Responsibilities

• Manage the CEO's daily schedule, meetings, appointments, reminders, and follow-ups.
• Provide day-to-day executive, administrative, and operational support to the CEO.
• Coordinate communication between the CEO and different departments.
• Track tasks assigned by the CEO and ensure timely completion.
• Maintain trackers, dashboards, reports, and status updates for ongoing activities.
• Prepare meeting agendas, minutes of meetings (MOMs), and action-item summaries.
• Draft professional emails, reminders, and internal communications.
• Coordinate leave management, attendance records, and team availability.
• Assist with travel arrangements, administrative activities, and vendor coordination.
• Handle professional and selected personal coordination tasks for the CEO, as required.
• Maintain confidentiality while handling sensitive business and employee information.
• Identify delays, follow up with relevant stakeholders, and esc ...
• Use digital tools and AI-powered solutions to improve productivity and streamline routine tasks.

Required Skills And Qualifications

• Bachelor's degree in any discipline; a degree in Business Management or a related field is preferred.
• 2–5 years of experience in executive assistance, administration, coordination, operations, or a similar role.
• Strong proficiency in Google Workspace or Microsoft Office, including documents, spreadsheets, presentations, and calendars.
• Experience managing schedules, coordinating meetings, tracking tasks, and maintaining documentation.
• Excellent verbal and written communication skills.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• A proactive approach to follow-ups, problem-solving, and task completion.
• High levels of professionalism, discretion, and confidentiality.
• Ability to remain calm, flexible, and solution-oriented in a fast-paced work environment.

Preferred Skills

• Previous experience supporting a CEO, founder, senior executive, or leadership team.
• Experience working in a Founder's Office or a similar business operations role.
• Familiarity with meeting coordination, minutes of meetings, and action-item tracking.
• Experience with project management or task management tools.
• Knowledge of operational reporting, dashboards, and workflow tracking.
• Experience coordinating travel, vendors, attendance, or leave management.
• Familiarity with AI tools and willingness to adopt new technologies to improve work efficiency.

Ideal Candidate Profile

• The ideal candidate is dependable, mature in their professional approach, adaptable, and comfortable taking ownership of responsibilities.
• They should be able to anticipate requirements, communicate effectively with different stakeholders, maintain a high level of confidentiality, and ensure that important tasks are completed without constant supervision.

Work Location

• This is a full-time, work-from-office position based in Vadodara, Gujarat.
• Interested candidates who have strong coordination skills, excellent communication abilities, and experience supporting senior leadership are encouraged to apply.

Skills: communication,administration,coordination,schedule,office,management,coordinating meetings,administrative,executive assistance,confidentiality